The Partnership for Research on Vaccines and Infectious Diseases in Liberia (PREVAIL)
Request for Proposal (RFP)
Title: RFP for Security Services at PREVAIL Sites

Service Needed: Security Services at four PREVAIL Sites:
1. Redemption Hospital in New Kru Town
2. John F. Kennedy Medical Center in Monrovia
3. Liberia Biomedical Research (LIBR) in Charlesville, Margibi
4. A.M.Dogliotti (AMD) Central Office located in Congo Town, Monrovia

RFP Number: TMG/RFP/005/2024
Publication Date: July 31, 2024
Background
The Mitchell Group, Inc. (hereinafter “TMG”), a corporation incorporated under the laws of the State of Washington, DC, United States of America, implementing the Partnership for Research on Vaccines and Infectious Diseases in Liberia (PREVAIL), with office based at the AMD Central Office, Oldest Congo Town, Monrovia, has a requirement for a security firm to provide security services to four PREVAIL sites.
The purpose of the RFP is to contract a qualified and reputable security firm for the provision of security services to the above named PREVAIL sites by September 1, 2024.
Qualified Firms wishing to participate in this procurement must submit proposals in accordance with the Technical and Cost Proposal instructions. Any amendment to the RFP will be emailed to all potential bidders.
Pre-Bid Submission

Site Visit
TMG will arrange a site visit for potential bidders/firms to provide an overview of the sites that would serve as input into the preparation of proposals.
The sites visit will enable potential bidders:
• To determine security needs at the sites
• The site visit is scheduled for August 5, 2024, beginning at 10 am. The visit will begin at the PREVAIL’s A.M.Dogliotti (AMD) Central Office located in Congo Town, Monrovia, followed by John F. Kennedy Medical Center in Monrovia, Redemption Hospital in New Kru Town and Liberia Biomedical Research (LIBR) in Charlesville, Margibi.
Each bidder will be responsible for transportation for the site visits, including costs associated with the preparation of their proposal.
Question Answer Period
Each bidder is responsible for complying with the terms and conditions of this RFP. Requests for clarification or additional information must be submitted in writing via email by July 31, 2024, to procurement@tmg-liberia.com. The email subject line should be written «TMG/RFP/005/2024-Request for Clarification»
No questions will be answered by phone. Any verbal information received from outside the email address above shall not be considered an official response to any question regarding this RFP.
Copies of questions and responses will be distributed in writing to all prospective bidders who are on record as having received this RFP.
Eligibility, Technical, and Cost Proposal
Eligibility Package
Proposals must contain the following documentation in order to be eligible for consideration.
• Current and Valid Ministry of Justice certification.
• Current and Valid Business Registration.
• Current and Valid Tax Clearance.
• Current and Valid Articles of Incorporation.
• A brief company profile confirming in concise form, the structure of the company, date of establishment, location of head office and primary contact details.
• Any other documents/licensure related to respective bidder’s business.
Technical Proposal
Only proposals that meet the eligibility requirements will be evaluated. TMG may contact bidders via email at any time to seek clarification on insufficient proposal submissions. The technical proposal must not reference or include any cost/budget information.
The Technical Proposal must include:
1. Technical management approach (30 points/4-page limit)
Bidders must submit a well-defined proposal outlining the technical approach to implement the Scope of Work (SOW) promptly from the date of signing the contract. The technical approach must include a brief contextual information on the security situation in Liberia and more specifically in the areas where the four (4) PREVAIL sites are located. The technical approach must describe your understanding of and how specifically you propose to achieve every task in the SOW of the RFP. The technical approach must present a detailed description of the planning process through which the SOW will be implemented, including any other unique or important characteristics of your approach.
2. Management Approach and Staffing (25 points/4-page limit)
• Describe the relevant experience and skills of your team to provide Security Services to TMG/PREVAIL.
• Describe your organizational structure, roles, and responsibilities, and explain why this will be an effective management approach
The personnel section should include:
o Capacity to recruit and retain qualified staff
o How to manage key tasks in the SOW
o Team organization,
o Staffing Plan
o Plan to manage recruited staff
o Key personnel CVs
o Summary table of key management and security personnel.

Key Personnel Table
Name Title Brief Experience Summary/Area of Expertise Education Work Experience

3. Past Performance and References (page limitation 3 pages,25 points)
The proposal should provide a detailed account of the security firm’s track record in implementing similar activities to those outlined in this RFP. The information should include all relevant contracts performed within the last five years that are similar in size, scope, and objectives.
At a minimum, each referenced contract should include:
(a) The name of the contracting or awarding organization,
(b) The activity title, including location,
(c) A brief description of the activity,
(d) The period of performance (start and completion dates),
(e) The award amount (contract budget), and amount of any Amendments or Change Orders,
(f) The name and contact information of the responsible person in the contracting or awarding organization.

4. Security Apparatus/Equipment (20 points)
Bidders must submit a list of security and communication equipment that will be used to provide referenced services.
Cost Proposal
The bidder shall submit a Cost Proposal separate from the Technical Proposal.
Bidders must ensure that its cost proposal is consistent with its technical proposal in all respects since the cost proposal may be used to determine bidder’s understanding of the technical requirements. The budget will be used to evaluate cost reasonableness. The cost proposal must include a breakdown labor costs (Monthly Salary) of guards per site and any applicable fringe benefits costs. Bidders must utilize the number of guards per site as provided below..

Sites Guards/Site Work Shifts (3/day) Number of Guards Required
Redemption Hospital in New Kru Town 9 8 hours 3 – 1st Shift
3 – 2nd Shift
3 – 3rd Shift
John F. Kennedy Medical Center in Monrovia 19 8 hours 7 – 1st Shift
7 – 2nd Shift
5 – 3rd Shift
Liberia Biomedical Research (LIBR) in Charlesville, Margibi 9 8 hours 3 – 1st Shift
3 – 2nd Shift
3 – 3rd Shift
A.M. Dogliotti (AMD) Central Office located in Congo Town, Monrovia 9 8 hours 3 – 1st Shift
3 – 2nd Shift
3 – 3rd Shift
Note: The budget line for Liberia Biomedical Research (LIBR) in Charlesville, Margibi must be for 6 months only.
RFP Process and Timeline
Dates RFP process Time
July 31, 2024 RFP issued for public solicitation. 10:00 am Liberia time
August 2, 2024 Deadline for submission of questions to TMG. Questions should be sent in writing by email to procurement@tmg-liberia.com
5:00 pm Liberia time
August 5, 2024 Date for issuance of responses to all potential bidders 11:00 am Liberia time
August 5, 2024 Site visit 10:00 am to 3:00 pm
August 12, 2024 Deadline for submission of proposals via email to: procurement@tmg-liberia.com
5:00 pm Liberia time
Submission Instructions
Response to this RFP must be submitted electronically to the email address: procurement@tmg-liberia.com in Word, Excel, or PDF format. The email submissions must include the below subject lines respectively:
 RFP #TMG/RFP/005/2024-Cost Proposal
 RFP #TMG/RFP/005/2024-Technical Proposal
Deadline for Submission
Proposal (Technical and Cost) must be submitted no later than Friday, August 9, 2024, at 5:00 pm Liberia Time.
TMG Terms and Conditions
• TMG reserves the right to terminate the RFP and decline to make any selections following the announcement.
• Issuance of the RFP does not constitute an award commitment by TMG.
• TMG reserves the right to disqualify a bidder based on the failure of the bidder to comply with RFP instructions.
• TMG will not reimburse any bidder for proposal preparation costs.
• TMG reserves the right to issue an award based on the initial evaluation of offers without further discussion.
• TMG may choose to award only part of the activities in the RFP scope of work or issue multiple awards based on the RFP.
• Prospective bidders’ office locations may be visited as part of TMG’s assessment of organization capacity.
Scope of Work
TMG is requesting the service of a security firm to provide security services to four PREVAIL sites as follow:
• Redemption Hospital in New Kru Town
• John F. Kennedy Medical Center in Monrovia
• Liberia Biomedical Research (LIBR) in Charlesville, Margibi
• M. Dogliotti (AMD) Central Office located in Congo Town, Monrovia, Liberia
The selected firm will be required to ensure that all reasonable measures are taken to ensure that its personnel strictly conform to the highest standards of moral and ethical conduct.
Security Guards functions will include but not be limited to the following.
Access to the Building/Offices
• Observe the arrival and departure of visitors to the PREVAIL premises and provide assistance to the Receptionist as needed.
• Screen personnel, visitors and packages. Monitor and control all surrounding areas of assigned facility.
• Ensure that all personnel/visitors enter and leave the Office using the main front entrance door.
• Ensure that visitors present some form of picture identification before proceeding further into the PREVIAL facility. This identification will be temporarily held in a secured location by the Security Guard that is ONLY accessible to him/her. The visitor’s identification will be returned to the visitor upon the return of the visitor’s pass to the Receptionist.
• Ensure that visitors sign the visitors’ logbook to be kept at the security desk.
• Monitor and track the movement of property in and out of the building.
• Must be able to intercede when needed in disorderly behavior, accidents and be capable of self-defense in case of a potential attacker or to protect other intrusion.

Parking
There are designated parking areas which are clearly defined. The security guard must ensure that ALL DRIVERS observe the parking regulations in place. The Security Guard must bring to the attention of the Country Coordinator any violations which may occur.

Training
Selected firm must arrange refresher trainings for all Security Guards, Supervisors and mobile Security Officers. Every guard should receive off-site training by the security firm at least annually and receive refresher drills on a regular basis at posts. Copies of the training attendance will be provided to TMG. Security Guards must be trained in Basic Guard Force Training, access control and searching (pedestrians and vehicles), basic fire safety training, situational & awareness of threats, visible deterrence, patrolling premises, record keeping, checking physical security for soundness, incidents and emergency response (preferably including first responder).

Uniform and Equipment
Bidder will provide uniforms, to include shirt, trousers, socks, shoes, and belt, batons, flashlight, radio, cell phone, airtime minutes, a serviceable whistle, and other essential tools required for the position.
Schedule
Each Security Guard will be required to work eight (8) hour shifts, providing 24-hour coverage at each site.
Supervision
The bidders must provide supervisory oversight of guard services and carry-out unscheduled site visits regularly to ensure quality control. Each site supervisor must be able to account for all functionality and equipment, protocols and safety. The selected bidder will regularly monitor and record data on all guards and prepare a monthly report on the performance of guards at every post. These reports must be shared with TMG on a monthly basis.
Communication
The security firm is responsible to provide all Security Guards with a mobile phone with minutes to support daily work.